Statement of Invoice .ng | HotelKey Knowledge Base

Statement of Invoice Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

Target Roles: Directors of Finance & Controllers, Accounting Managers & Clerks, AR Specialists

Key Value: Streamline corporate account reconciliation by segmenting corporate billing into active Open Invoices and fully settled Closed Invoices, linking invoice aging and balance metrics with reservation volume, net charges, and tax breakdowns.

Executive Summary

The Statement of Invoice Report is a dual-section accounting governance tool within the 📬 Billing & Receivables (AR) module. Designed for corporate billing auditability and account-level settlement tracking, it divides a corporate client’s billing portfolio into two distinct operational lifecycle sections: Open Invoices and Closed Invoices.

By evaluating individual city ledger invoices alongside their Age, Settled Amount, and Invoice Balance, while pairing them directly with underlying operational metrics—such as Number of Reservations, net Total Charges, and Total Taxes—this report equips hotel controllers and accounting leads to audit corporate accounts, reconcile incoming client payments, investigate outstanding balances, and swiftly resolve corporate billing inquiries.

Key Capabilities

Dual Lifecycle Segmentation: Explicitly separates active unpaid bills (Open Invoices) from fully settled billing records (Closed Invoices).
Financial Roll-Forward: Tracks total face value (Invoice Amount) against applied payments (Settled Amount) to calculate real-time net liabilities (Invoice Balance).
Reservation & Tax Integration: Itemizes underlying stay volume (Number of Reservations) alongside net base revenue (Total Charges) and tax liabilities (Total Taxes).

Report Views & Functional Breakdown

The Statement of Invoice Report presents corporate billing history across two structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                      STATEMENT OF INVOICE REPORT                       │
├────────────────────────────────────────┬───────────────────────────────┤
│ 1. Open Invoices                       │ 2. Closed Invoices            │
│    (Active Outstanding Bills)          │    (Fully Settled Bills)      │
└────────────────────────────────────────┴───────────────────────────────┘

1. Open Invoices

Audits all active, unclosed city ledger invoices carrying an outstanding balance or awaiting complete payment processing.

Primary Use: Managing active corporate collection workflows, tracking invoice aging days, and reconciling partial client payments.
Key Metrics: Invoice Number, Invoice Date, Age, Company Name, Number of Reservations, Total Charges, Total Taxes, Total Amount, Invoice Amount, Settled Amount, Invoice Balance.

Image 8-13-26 at 9.13 AM.png — Open Invoices Section

2. Closed Invoices

Itemizes fully paid, reconciled, and closed city ledger invoices where the invoice balance has been reduced to zero ($0.00).

Primary Use: Verifying completed account settlements, auditing historical billing records, and substantiating tax collections during financial audits.
Key Metrics: Company Name, Invoice Number, Invoice Date, Age, Invoice Amount, Settled Amount ($100% Paid), Invoice Balance ($0.00), Number of Reservations, Total Charges, Total Taxes, Total Amount.

Image 8-13-26 at 9.25 AM.png — Closed Invoices Section

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary available across both sections of this report:

💡 Tax Treatment Note: Invoice Amount, Settled Amount, Invoice Balance, and Total Amount represent Gross Amounts (Includes Taxes & Fees). Total Charges represents base net revenue exclusive of taxes, and Total Taxes isolates statutory tax liabilities.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Company Name	Official name of the contracted corporate account or direct-bill client.	`Company Profile > Name`	N/A
Invoice Number	Unique reference code assigned to the city ledger invoice.	System Invoice Engine	N/A
Invoice Date	Official date when the invoice was generated and issued.	Invoice Generation Timestamp	N/A
Age	Calculated number of calendar days elapsed since invoice generation.	`Report Run Date - Invoice Date`	N/A
Invoice Amount	Total gross face value billed on the invoice upon generation.	`NET Charges + Total Taxes`	🟢 Yes
Settled Amount	Cumulative gross payments applied toward the invoice.	`SUM(Applied Settlements)`	🟢 Yes
Invoice Balance	Remaining gross unpaid balance outstanding on the invoice.	`Invoice Amount - Settled Amount`	🟢 Yes
Number of Reservations	Total count of guest stays or reservations included on the invoice.	`COUNT(Invoiced Reservations)`	N/A
Total Charges	Net base revenue generated by the invoiced stays prior to taxes.	`SUM(Base Revenue Charges)`	❌ No
Total Taxes	Cumulative municipal, state, and sales tax levied on the invoice.	Tax Engine Calculation	❌ No
Total Amount	Gross total monetary value generated on the invoice (`Charges + Taxes`).	`Total Charges + Total Taxes`	🟢 Yes

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the logical blocks:
- Section 1: Open Invoices
  - Invoice & Account Identifiers (Cols 1–4): Invoice Number | Invoice Date | Age | Company Name
  - Reservation Context (Col 5): Number of Reservations
  - Charges & Tax Breakdown (Cols 6–8): Total Charges | Total Taxes | Total Amount
  - AR Settlement & Balance Status (Cols 9–11): Invoice Amount | Settled Amount | Invoice Balance
- Section 2: Closed Invoices
  - Invoice & Account Identifiers (Cols 1–4): Invoice Number | Invoice Date | Age | Company Name
  - Reservation Context (Col 5): Number of Reservations
  - Charges & Tax Breakdown (Cols 6–8): Total Charges | Total Taxes | Total Amount
  - AR Settlement & Balance Status (Cols 9–11): Invoice Amount | Settled Amount | Invoice Balance

Advanced Controls

Exporting & Statement Delivery: Download in Excel or PDF format to distribute formal invoice statements directly to corporate accounts payable leads.
Filtering: Filter data by specific Company Name, Invoice Number, or Age thresholds.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue open invoices (Age > 30 days) or partially settled bills.

Within 📬 Billing & Receivables (AR):

Invoice Details Report – Line-item deep dive breaking down every individual charge, tax, and settlement within generated invoices.
Invoice Summary Report – Macro-level corporate billing totals and open vs. closed vs. voided invoice counts.
AR Invoice Aging Report – Categorize open invoice balances across standardized 30-day aging bands.
Customer Statement Report – Generate client-facing account statements with invoice details and remittance bank info.
Accounts Receivable Activity Report – Audit every line-item transaction hitting the city ledger.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To reconcile city ledger invoice totals against general ledger accounts, review Direct Bill Ledger Details Report.
💳 Payments & Transactions: To inspect corporate checks, wire receipts, or credit card settlements applied to these invoices, cross-reference Payment Activity or Payment Transactions.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.